Administrative Assistant

Job description

Our client is looking for an Administrative Assistant to support their daily operations and project workflows. They are an interior design studio that produces design intent drawings for residential and commercial spaces. This position is an excellent fit for an organized professional with an interior design background who thrives on coordinating vendor communications, managing procurement logistics, and keeping client correspondence running smoothly. Responsibilities Manage procurement tasks for active interior design projects Conduct regular follow-ups with vendors to confirm order details and timelines Maintain accurate audit tracking across project orders and documentation Draft, manage, and respond to client emails in a timely and professional manner Request quotes, Tear Sheets, and product specifications from suppliers and showrooms Track purchase orders, shipping schedules, and delivery milestones from order placement to installation Organize and maintain digital project binders, FF&E schedules, and vendor contact databases Coordinate with receiving warehouses and logistics partners regarding freight, inspections, and claims for damaged items Assist with reconciling vendor invoices against purchase orders and tracking project expenses Schedule client meetings, vendor calls, and project review sessions while preparing necessary agenda materials Requirements Experience as an administrative assistant with interior design experience Strong English proficiency Qualifications Experience with interior design procurement and project management software such as Studio Designer, DesignFiles, Ivy, or Houzz Pro is a plus Proficiency in spreadsheet management and cloud workspaces such as Google Workspace, Microsoft Excel, or Airtable is preferred Experience using task and project tracking platforms such as Asana, Trello, Monday.com, or ClickUp is a plus Familiarity with FF&E (Furniture, Fixtures, and Equipment) purchasing workflows, trade accounts, and freight coordination is preferred Experience with basic bookkeeping or invoicing tools such as QuickBooks Online is a plus Benefits Part-time position 100% remote